1. Meeting Management Planning and Running Effective Meetings Office of Student Life Montgomery College Rockville Campus

2. Agenda Defining the Meeting Purpose Logistics and Advertisement Writing the Agenda Action Items Decision Making Models Meeting Minutes Delegation

3. Defining the Purpose Every meeting should have an overall purpose –i.e. Planning an event or program, electing officers, discussing a proposal The purpose of the meeting should be clearly defined and made known to all members and participants prior to the meeting

4. Logistics Determine a time/date and location for the meeting –Use the space reservation form to reserve a space for your meeting http://webdb.montgomerycollege.edu/Spac eReservation/ http://webdb.montgomerycollege.edu/Spac eReservation/

5. Advertisement Flyers Emails Facebook –Office of Student Life group –Your own group What are other ways to advertise your meeting?

6. What is an agenda? agenda noun 1. a temporally organized plan for matters to be attended to 2. a list of matters to be taken up (as at a meeting) WordNet® 3.0, © 2006 by Princeton University.

7. Writing the Agenda Agenda sets out what will happen in a meeting –The order of business, list of all topics to be discussed in that meeting One member of leadership team should prepare the agenda Agenda should be shared with group prior to meeting (up to 7 days, no less than 48 hours) –enables others to prepare for the meeting, which may include gathering the opinions of others –ensures people know what to expect when they arrive at the meeting

8. Tips for Writing Agendas Consider the order of the agenda –Include important topics or those that will require a lot of time at the top and less important topics or those that require less time at the bottom Make sure to include items suggested by other participants on the agenda Don’t place too many items on the agenda –Make sure that you will have enough time to get to all of the agenda items

9. More Tips for Writing Agendas Include a start time and duration for the meeting on the agenda Allocate time to each topic on the agenda –You might also assign specific participants to facilitate different topics Some items may need background/documents, to enable those attending to have a more informed discussion –Where this is required, the documentation should be made available at the same time as the agenda

10. Agenda Template You can find an Agenda Template on the OSL website under forms http://www.montgomerycollege.edu/ Departments/stdactrv/Forms/clubmt gagenda.doc http://www.montgomerycollege.edu/ Departments/stdactrv/Forms/clubmt gagenda.doc

11. Example Agenda Roles Attendees Durations Action Items Due Dates

12. Action Items & Follow Up During the meeting identify action items or next steps List the action items at the bottom of the agenda At the end of the meeting assign the action items to the appropriate attendees Make sure that adequate due dates are assigned to each action item At the next meeting, follow up on the status of previous action items

13. Decision Making Models Autocratic: decision is made by one person (+) Quick(-) Exclusive Democratic: decision made by group (i.e. simple majority, etc.) (+) Cut & Dry, Inclusive(-) Winners & Losers Compromise: settlement is reached by each side making concessions (+) Everyone Gains(-) Everyone Loses Consensus: decision is reached by the group as a whole (+) Inclusive(-) Time consuming

14. What are Minutes? minutes noun the official record of the proceedings at a meeting of a society, committee, or other group. Dictionary.com Unabridged (v 1.1) Based on the Random House Unabridged Dictionary, © Random House, Inc. 2006.

15. Writing the Minutes Minutes do not need to be very long –Minutes are notes NOT a transcript Minutes should contain: –What decisions were made –Who proposed & supported items for decision –Results of any votes (# in favor, opposed, and any abstentions) –What action was agreed upon –Who was assigned action items and when are they due

16. Also Included in Minutes A short summary of opinions raised during discussion Group’s rationale for reaching a certain decision Type of meeting held (i.e., general, executive, etc.) Date, time and location of meeting Names of attendees & members in absentia

17. Accuracy of Minutes Good minutes are accurate, brief, and clear Follow the same order as the agenda Draft minutes are approved by the facilitator Minutes should be circulated to the group as soon as possible after the meeting If the person taking minutes is unsure of a decision or action he/she should ask for clarification so that the minutes are accurate

18. Consistency of Minutes Minutes should be written in a consistent style, from one meeting to the next Give each item a separate heading, ensuring the minutes follow the same order as the agenda Retain copies of the minutes in a file for future reference

19. What is Delegation? delegation noun 2. authorizing subordinates to make certain decisions [syn: delegating] WordNet® 3.0, © 2006 by Princeton University.

20. "Leadership is the art of getting someone else to do something you want done because he wants to do it." -Dwight D Eisenhower

21. Delegation A leader cannot do everything for an organization Uninvolved members soon become apathetic, unmotivated members who may drop out of the group

22. How to Delegate Assign task to committee or individual Ask for volunteers Break up job into logical parts and assign tasks to a sub-group Find out members’ interests, time commitment, skills and then find appropriate tasks for them

23. If you have questions or comments about this module, please contact the Office of Student Life – Rockville Campus at stlifer@montgomerycollege.edu or 240-567-5092. stlifer@montgomerycollege.edu